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Fund & Operations Manager (3 Month Maternity Cover) (#1,522,931,803) 

Job offer #1,522,931,803 in Zimbabwe

The re-design and implementation of the Market Development Component for the Zimbabwe Livelihoods and Food Security Programme (LFSP) Phase2 seeks to improve markets that are most active and relevant to smallholder farmers in 10 targeted districts. The component will support farmers by first identifying the underlying causes of the non- performance of markets and then work in close partnership with local actors to invest in providing tailor made and lasting solutions for economic activities benefitting poor farmers.
Grant Management
In collaboration with the Grants Officer:
* Participate in the due diligence processes such that LFSP-MD can take the necessary care, attention and discretion prior to signing grant agreements will all grantees.
* Ensure procurement of goods and services are in line with the project’s operations manual.
* Carry out thorough financial assessments of grantee accounting and financial reporting systems to ensure adequate and transparent institutional and governance structures, and robust and reliable financial internal control systems
Partnership management
* Monitor and manage relationships with implementing partners to troubleshoot or maintain good relations.
* Conduct quarterly support visits to all Implementing Partners with the Financial Controller to conduct financial assessments of expenses billed to date.
* Review monthly invoices and supporting documentation submitted by Implementing Partners.
Programme Management
* Workplans: Participate in the development and maintenance of project workplans.
* Project Performance: Monitor project performance and issues and identify opportunities for project improvements.
* Compliance: Assure compliance with all relevant company policies and standard operating procedures as well as client specific rules and regulations.
Client Management
* Maintain good relations with the Client and attend to any relevant queries.
Contracting of consultants
* Coordinating with project teams to develop TOR’s for advertisement for consultancy positions.
* Coordinating the shortlisting, interview and selection process.
* Conducting due diligence in line with DFID’s Terms and Conditions,
* Drafting contracts and coordinating internal review and necessary signatures/approvals.
* Liaise with members of the LFSP-MD management team to regularly ascertain if short-term consultants are delivering timely, high quality services and if their performance level can justify their cost.
* In collaboration with Project Operations lead the recruitment process in line with Palladiums HR policies. This includes the coordinating the development of TOR’s with project teams, advertising, shortlisting, interview and selections, due diligence, negotiating rates and contracting.
* Training: Train project staff in operations related matters (e.g. procurement, financial management, records management, asset management and compliance).
* Performance Management: Prepare performance management procedures in coordination with Palladiums HR Policies.
* Line Manage the Financial Controller, Office Manager, Transport Officers and Operations Intern.
* Client Forecasts: Review forecast information prepared by the Financial Controller on a monthly basis. Track expenditure against forecasts.
* Client Invoicing: Review client invoice prepared by the Financial Controller.
* Cash flow management – Regularly monitor the projects cash flow to ensure funds are available to meet the needs of the project.
* Review cash books prepared by the Financial Controller and Finance Assistant.
* Budget Management – Regularly review the project budget to track expenditure against budget to identify areas of over/under spend, misallocations, budget lines in need of reallocation and any cost cutting opportunities. Ensure that expenses are in line with the Client Contract.
* Project Code: Maintain project codes. Review any required recodes (corrections) prepared by the Financial Controller.
* Provide regular and ad hoc financial reports.
* Value for money (VFM): Establish procedures that ensure good VFM.
* Audits: Oversee audits and coordinate with necessary staff and partners.
* Ensure the project is complaint with statutory laws and regulations.
Project Operations
* Planning tools: Assist in developing tools for project planning (e.g. consultant input tracking sheets)
* Operations Manual: Establish and update a project Operations Manual based on standard operating procedures. Work with project staff to maintain adherence to procedures. Prepare office memos to account for any changes in operating processes.
* Continuously seek to add value to the Operations department, providing useful recommendations where required
* Risk Management: Identify any risks and regularly update the projects risk register with implications and mitigation strategies. This includes project and corporate risk.
* In collaboration with the Safeguarding Officers, ensure staff are trained in the areas of Safeguarding.
* Coordinate educative learning sessions on Safeguarding
* File Management: Create and maintain project management files; ensuring they are filed in hard and soft copy as relevant. Undertake monthly spot checks
* Project Information: Update and ensure the accuracy of project information in the Company’s Sharepoint site.
Further Information
This is a full-time, temporary position to replace the existing Fund & Operations Manager, who is going on maternity leave. The position is expected to commence on Jan 2nd, 2020 with a contract duration of three months. It also expected that the selected candidate can attend handover meetings during December 2019, the dates of which are to be confirmed.
* Significant experience in fund management, preferably on a donor- funded programme (DFID experience preferable);
* Experience managing workplans;
* Experience in grantee management, including conducting financial assessments, due diligence and contract management;
* Significant experience in operations management, including but not limited to budget management, contracting and HR;
* Experience in report writing;
* Line management experience;
* Excellent communication and analytical skills.

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